I have always loved a to-do list. Every Sunday night, I would write out all of the weekly household chores, errands, and appointments. I would list my planned exercises for the week and work project due dates. And then clip that list into my daily planner next to a list of meals I could make for dinner based on the ingredients we already had. Nothing was ever actually written in the calendar. In fact, I’ve got some practically new calendars from years past that were opened every day and carried all over the country and yet have no pen marks in them anywhere except my name inside the front cover. 

I especially loved a list because I got a sense of accomplishment and (dare I say it) JOY from crossing off items after they were completed. I have cleaned bathrooms every Tuesday for most of my adult life but it still felt so good to put “clean bathroom” on my ever lengthening weekly to-do list just for the satisfaction of crossing it off on Tuesday morning. 

As my enjoyment in crossing off to-do list items increased, so did what I chose to list. These lists got long, friends. Certain items, like appointments or sports practices, which had a specific date and time, got lost. I also started to overwhelm myself with the sheer number of tasks to accomplish– which led to front loading my weeks, crossing off as much as possible on Monday, Tuesday, and Wednesday. Most weeks this meant mismanaging my time. I was working so hard at the beginning of the week to feel that sense of accomplishment that came from crossing off an item, I was dangerously close to burning out by Wednesday afternoon. Every week it meant equating smaller tasks with the bigger items that could have been scheduled on a calendar, blocking out specific times of the day for work or personal business. 

A couple of years ago, after opening my brand new day planner, I decided to try a radical new system — scheduling my weeks instead of listing them. Friends and coworkers had been suggesting I was “doing it wrong” for a while now. What did I have to lose? Appointments with dates and times were now listed on their date and time. Meals were assigned a specific date, as were household chores. This new way of planning my week allowed me to timeblock for work projects and manage my time differently. Don’t get me wrong, I did not miss many deadlines with the old to-do list system, but this allowed me to see when I could work on a project later in the week and how much time I would need to complete it before the weekend. 

While I still make to-do lists for parties or one-off events, I am enjoying scheduling over listing. I still check completed tasks off from the calendar (and there is no mistaking how used this daily planner is now! Marks are everywhere.). This year, I even went so far as to buy erasable colored pens. There is no color-coded system, but my planner looks like a rainbow and as it turns out, that’s its own source of joy. Baby steps.

What about you, are you a lister, scheduler, or somewhere in between? 

Even as a professional editor, there are times when I’ve finished up a particularly prickly proofreading job for a client and my first thought is “can someone look over this to see what I missed?!” 

We make and leave mistakes in our writing for a variety of reasons, the most obvious one being because we are human. Other times we might not know better. And there’s always autocorrect fails! But that doesn’t mean we have to go quietly into that dark night of blatant mistakes. We can read our own work and we can hire a professional and do our level best to put our best foot forward. Always. 

Misspellings and basic grammar errors will likely get flagged by your word processing program automatically. If you’re paying attention, you can correct those as they occur. But there are many common typos and mistakes made when writing that are honestly hard to catch. This is when an editor or proofreader can save the day. 

1. Word mix-ups. English can be hard. We have plenty of words whose pronunciations or spellings are similar, but whose meanings or parts of speech are very different. Words like accept/except, mute/moot, further/farther, peek/peak/pique, lair/layer can trip up even seasoned writers. Along with your/you’re and there/their/they’re, these words are not always caught by your word processing program automatically. Your editor will know what word goes where. 

2. Sentence fragments. This is another common issue not flagged in Google Docs or Word. Many authors can catch this issue when reading their work out loud but if you’re inclined to talk in unfinished sentences, it’s harder to catch on your own. Peer reviewers are good at catching incomplete sentences before something goes to print.   

3. Run-on sentences. Sometimes a sentence can get too long and awkward for your reader. I love a long sentence. But the best way to communicate with others is to shorten those up and check for subject/verb agreement. An editor or peer reviewer is the best way to tighten up your writing. Word or Google Docs won’t do it for you. 

4. Awkward wording. This can include ending a sentence in a preposition, misplacing subject or verb modifiers, unusual phrasing, verb tense shifts, excessive use of -ing words, etc. You should feel comfortable writing how you speak, but remember when writing, you have the benefit of a delete key and the time to edit what you say. I haven’t found a program yet that can catch an awkward or unclear sentence. But as an editor, I can stand in place of your reader and flag those sentences or phrases for you. 

We will never reach 100% perfection on all writing projects. But we should still try our best to communicate clearly. While I believe “done is better than perfect” applies when folding a fitted sheet or loading the dishwasher, I think the phrase can lead to a careless attitude when regularly applied to your business. 

Begin by reading your work out loud because this is truly one of the best ways to find mistakes in your writing and your message. But there is nothing quite like a peer or professional editor to take a second look at our work. Trust me, that professional editor is worth every penny. While editors cannot (or should not) promise you perfect or flawless work, we can help you take it to the next level. 

Even as a professional editor, there are times when I’ve finished up a particularly prickly proofreading job for a client and my first thought is “can someone look over this to see what I missed?!” 

We make and leave mistakes in our writing for a variety of reasons, the most obvious one being because we are human. Other times we might not know better. And there’s always autocorrect fails! But that doesn’t mean we have to go quietly into that dark night of blatant mistakes. We can read our own work and we can hire a professional and do our level best to put our best foot forward. Always. 

Misspellings and basic grammar errors will likely get flagged by your word processing program automatically. If you’re paying attention, you can correct those as they occur. But there are many common typos and mistakes made when writing that are honestly hard to catch. This is when an editor or proofreader can save the day. 

1. Word mix-ups. English can be hard. We have plenty of words whose pronunciations or spellings are similar, but whose meanings or parts of speech are very different. Words like accept/except, mute/moot, further/farther, peek/peak/pique, lair/layer can trip up even seasoned writers. Along with your/you’re and there/their/they’re, these words are not always caught by your word processing program automatically. Your editor will know what word goes where. 

2. Sentence fragments. This is another common issue not flagged in Google Docs or Word. Many authors can catch this issue when reading their work out loud but if you’re inclined to talk in unfinished sentences, it’s harder to catch on your own. Peer reviewers are good at catching incomplete sentences before something goes to print.   

3. Run-on sentences. Sometimes a sentence can get too long and awkward for your reader. I love a long sentence. But the best way to communicate with others is to shorten those up and check for subject/verb agreement. An editor or peer reviewer is the best way to tighten up your writing. Word or Google Docs won’t do it for you. 

4. Awkward wording. This can include ending a sentence in a preposition, misplacing subject or verb modifiers, unusual phrasing, verb tense shifts, excessive use of -ing words, etc. You should feel comfortable writing how you speak, but remember when writing, you have the benefit of a delete key and the time to edit what you say. I haven’t found a program yet that can catch an awkward or unclear sentence. But as an editor, I can stand in place of your reader and flag those sentences or phrases for you. 

We will never reach 100% perfection on all writing projects. But we should still try our best to communicate clearly. While I believe “done is better than perfect” applies when folding a fitted sheet or loading the dishwasher, I think the phrase can lead to a careless attitude when regularly applied to your business. 

Begin by reading your work out loud because this is truly one of the best ways to find mistakes in your writing and your message. But there is nothing quite like a peer or professional editor to take a second look at our work. Trust me, that professional editor is worth every penny. While editors cannot (or should not) promise you perfect or flawless work, we can help you take it to the next level. 

I have seen this for years in both editing and correcting student papers. Authors spend a lot of time believing in, focusing on, helping with, sharing with, or working on. Or they were believing, have been focusing, helped with sharing, or were working on something. There’s nothing wrong with progressive or past perfect continuous verbs plus helping verbs — they exist in our language for a reason. But string too many together and your reader is left wondering if anything ever happened.

Action verbs are usually single words that describe what a person or thing (the subject) of a sentence does. Along with linking verbs, they can provide a more active and complete picture for your reader. Regardless of whether you write about something that is physically taxing, action verbs and linking verbs convey that you are in fact engaged, that you do or did something. 

Here’s a quick example:

Past perfect continuous: He is reading.

Active: He reads. 

While the first sentence does relay the message that the activity is ongoing, the second sentence is the one that sounds strong. And most of us want a strong message for our audience.

So why do we continue to use so many -ing verbs? You might be looking to soften your language (see what I did there?) so you sound more inclusive or less combative, depending on the circumstances. Or you might use an -ing verb to convey that the action continues. There’s no need to eliminate all -ing verbs from your writing but do be careful. They can make a sentence unnecessarily wordy, boring, or static. Remember that strong writers write strong sentences. They choose active verbs, reduce excessive wordiness, and take a powerful stance. 

Here are some ways to minimize the use of -ing verbs in your writing:

1. Combine sentences or break them up. Instead of listing all the -ing verbs, pick an active verb and combine your thoughts using adverbs or phrases. Conversely, you can also change around a sentence with too many -ing verbs and break it into smaller sentences with more active verbs. 

2. Use an active voice. Don’t be afraid of a strong statement, especially when you want to convey a clear and precise meaning to your audience. Tell ‘em like it is. You can be kind and direct at the same time.  

3. Proofread. It’s okay if you write like you talk and you use a lot of -ing verbs when you’re conversing.  Add in a step in your early proofreading to underline or note each of your -ing verbs. If you notice them stacking up, go back and change the sentence structure or pick a stronger active verb. Sometimes you simply need to cross out -ing and you’re good to go. 

In law school, a friend agreed to peer review my first paper. Not sure how far he read before he handed it back with a copy of The Lawyer’s Guide to Writing Well by Tom Goldstein and Jethro K. Lieberman. “No offense meant here,” he told me. “But you have got to write about what actually happened.” Message received. It’s some of the best advice I’ve ever gotten on how to communicate by and through writing well.

I was recently challenged, through a professional organization, to get out of my comfort zone. Of course my initial reaction was “Me? It’s all my comfort zone! I am OUT THERE without a net all the time!” But upon further investigation, I found a lot of opportunities to step just a bit farther out of my comfort zone and try something new. Recently, I have expanded the kinds of editing services I do to include more fiction manuscripts at all levels of development. I’ve even stepped out of my comfort zone with marketing and talked more about my work via social media. These were definitely beyond my usual operating parameters. 

Discomfort = Growth

While it would be comfortable to say “this is my niche for editing” (for me and my very overworked business coach), I’m not ready yet. I’m still exploring my options and remain incredibly curious about all aspects of freelance editing. So I’m going to stay in an uncomfortably broad area for a little bit longer. As it turns out, growth that feels uncomfortable also feels pretty good. 

One Dreaded Conversation

But one aspect of my job remains uncomfortable for me and doesn’t feel like growing at all. I do not like having the conversation about rates and invoicing. Because I do not enjoy this part (odd because I do enjoy getting paid) I try to get it out of the way first thing. Smart to establish the contract for services at the very beginning — here is what you get and in return here is what I get — before any work is done. But sometimes, because a client is a referral from another client and either they need something quick or are bringing me in at the end of a project under deadline, I incorrectly assume they already know. And it becomes even more uncomfortable to send an email after a project is delivered and ask to whom I should address the invoice. 

I have recently had two uncomfortable conversations about invoicing. They were both my fault because I delayed having them. The first one did not go as well as I had hoped and upon discovering how quickly editing services can add up, this client has decided to do more in-house. The second conversation, although just as uncomfortable for me, was remarkable. They accepted the project quote and had no issue at all with the idea that of course I would be paid for my labor. Because I am 100% committed to growing my freelance business, I will continue to have these uncomfortable conversations about invoicing and rates. Although I will be making them a priority to have AT THE BEGINNING of all projects. 

Anyone Else?

This isn’t an issue for me alone. I’m sure there are quite a few of us out here who feel the same way, not just editors, but freelance entrepreneurs in all areas. We all have stories in our heads about money, about our worth, about what we do. Those stories provide us a framework for our work and these uncomfortable conversations. They may dictate whether or not we use the industry rate charts for our work or our reaction to a late invoice payment. I have anecdotal evidence to suggest this hits women harder than men and might explain why so many women (despite the advice from Betty Friedan) continue to donate/volunteer/give away our time and labor.

I’m glad I was challenged to get comfortable with being uncomfortable. It’s been a good way to grow and to also step out in courage, both excellent skills for any freelancer. It was also a good opportunity to take a hard look at what I love about being a freelance editor and which parts of the job I continue to avoid. What makes you uncomfortable? Are you ready to practice it anyway? 

How to decide. Many forms of communication have a built-in recipient. For example, an email is going to a specific person or group for a specific reason. In those instances, you can pour all of your focus into your tone, pace, and message. But social media posts, blogs, or articles might be a little bit vague or open-ended as to who you want to find them. In that case, you need to decide who you want to talk to with each specific piece. Maybe you are writing to connect with your peers or maybe instead, you want to reach your clients. Those audiences are very different and thus, your writing (even if the message is similar) needs to be focused in different ways. Your boundaries are in different places, for starters. If you’re writing to your peers, they are already on the inside of what you do, they are behind the curtain with you so to speak. But if you’re writing for marketing, your future clients might not regularly use the abbreviations or language specific to your job. For that audience, you need to shift to more industry specific language, instead of department specific. Even within speaking to your clients, it’s best to know which clients you want to reach at different times or through different publications. Knowing who you are talking to can also help you tighten up your message so you don’t overwhelm your audience or try and relay too much information at one time. 

You aren’t pizza. I read that comment the other day in reference to how we will rarely make everyone happy at the same time. (Although at our house, even pizza has to try hard. Why can’t everyone just get on board with mushrooms?) That’s why we need to pick our audience. Posts that are too ambitious, that overreach or try to talk to everyone, can fall flat and reach no one. Instead, it’s best to think about one person, or one type of person you want to reach with each publication. Maybe you want to use social media this week to market yourself to future clients. That is a different message than writing to reaffirm a current client. Or maybe you want to focus on a specific set of skills or services you offer instead. Even when writing out a marketing email, think of a single person you hope reads your words and then speak directly to them, like they were sitting across the table from you. Narrowing your focus and concentrating on a specific person or two will help your message be more authentic and clear. 

We are maybe more familiar with the idea that we need a reason to connect with someone, the “what I’m trying to tell you” point of the story. But we also need to figure out to whom we are speaking in order to keep our communications, blog posts, social media, etc. not only on-brand but authentic and relevant as well. 

When I sit down to write my blog posts, I think about saying all of this to one particular friend, as a way to explain to her exactly what I’ve been doing lately. This helps me stay grounded in the practical applications of my work and avoid language specific to a single industry — especially as I have clients that span a spectrum of business types.

I do like to slide in something for just for Chuck, to keep him honest when he says “of course I read your blog.” But that’s not necessary for everyone. Don’t worry, I’ll test him on it later. 

Hear me out. 

I was at a book signing and someone lost their handbag. One of the organizers of the event used the loudspeaker to ask the “female who lost their handbag to please stop by the information table.” It wasn’t me, so I didn’t think too much of it. But something about the announcement didn’t sound right to my ears. As we approached the author’s table to get our book signed, I heard someone near me say “female WHAT? Female isn’t a NOUN!” Ah! There it is. The announcement didn’t sound right because it wasn’t grammatically correct. 

It got me thinking. I had been hearing female used as a noun in song lyrics and in pop culture for a while now. But here I was, surrounded by book people, talking to a successful and talented author and someone thought it was important enough to correct the announcer out loud. I was intrigued. 

I looked up some definitions:

Woman: Noun. A female human being. 

Female: Adjective. Of or denoting the sex that can bear offspring or produce eggs, distinguished biologically by the production of gametes (ova) which can be fertilized by male gametes. 

So a woman can stand at the front of the room. Or a female scientist can stand at the front of the room. A woman scientist can stand at the front of the room because that is a compound subject/noun. But a female can’t stand anywhere because a female isn’t a thing, it’s a descriptor of a thing. (Also, it’s okay to just talk about scientists with no qualifiers at all!)

So what happens when you use female as a noun?  You could sound like someone who writes pop culture song lyrics. Not necessarily a bad thing, depending on your audience. Or you could sound like someone who doesn’t understand grammar. Probably a bad thing, again depending on your audience. But here is the bigger problem: by using female as a noun, you can systematically create an environment where women are not only unequal, but where women are seen as a different species entirely — not human but chattel. 

Take for example pairing the words man-female, like if someone were to write “a man and a female walk down the street.” Man, like the word woman, is a noun reserved entirely for the human species. But since female is an adjective, it is used in all kinds of scientific ways to denote specific sex characteristics. There are female parts to plants. You can have a female dog or fish or gerbil. By using the noun man paired with the adjective female, the author suggests the man walking down the street is human, but the other being isn’t. In this way, seemingly benign language choices are anything but. By using the word female as a noun, we allow the dehumanization of women in our speech and writing. I hope we can all agree this is dangerous.

No one likes having their grammar called out. But sometimes, we need to hold each other accountable for our word choices. How we talk about each other, how we “other” those different from us, and what we allow to go unchecked around us, can have lasting consequences far beyond what is said or written in the moment. Knowing when to use a noun and when to use an adjective can actually help us, help our society, as we strive for equality, unity, and peace for all. 

Most of us have been on the receiving end of some unkind feedback. Maybe from a boss, client, or yikes, even your editor. We know it stings. 

I believe there is a better way to give feedback, a way where you can still be honest but no one cries in their car at the end. By employing a little kindness with our feedback, editors and clients can build a relationship based on trust. We can eliminate the fear factor from opening an email, knowing no matter what it contains, it will be conveyed with kindness. Giving kind feedback doesn’t guarantee you will escape all hurt feelings. But it can help you build a relationship, where everyone agrees we are working on a common goal. 

When you’re giving feedback try these tips:

• Remove yourself from the equation. You’re there to represent the reader. If something isn’t clear to you, then it’s not going to be clear to the reader. Letting your author know that “your reader will be lost here” is a kind way of delivering the message.

• Don’t say “you.” Feedback that starts with “you,” especially if it’s followed by “should” or “need to,” can come across like you know better than the author what needs to be said. Try phrasing your comment differently taking out the “you” and making the issue at hand the subject of your comment. This makes the critique focused on the writing and therefore less personal and easier to hear. 

• Ask questions. Sometimes what you don’t like about a piece of writing is a style choice made by your author.  Ask questions before passing judgment. It might be important to them for a number of personal reasons and after all, editors are not there to change or squash the author’s intended voice. Some authors want to have their grammar corrected, but some authors like it like that!

• Cite your sources. If you need a little distance from saying “this is the wrong part of speech to use here,” try to cite the grammar rule to back it up. This also ties in with removing yourself from the equation. It’s not you OR them, it’s simply grammar. Blame CMoS. 

Above all, the most kind comment you can make is an honest one. When it’s wrong, it’s your job as the editor or peer reviewer to say so. But you can choose to say so with kindness. Brutal honesty is hardly ever necessary. If we all ask ourselves the three gating questions taught by Bernard Meltzer; is it true, is it kind, is it necessary, we can save ourselves and our audience a lot of heartache. 

We can practice receiving critiques of our work (or rejections of our suggestions) for what they truly are: a difference of opinion over the written piece at hand. Whether you’re the editor or the author, when you receive feedback on your work, remember that it is not a critique of who you are as a person and should have no bearing on how you view your worth or your talent. Editing is about making the writing the best it can be.